A clear and comprehensive 'Request for Quotation (RFQ)' is crucial to fair evaluation and vendor comparison when procuring healthcare simulation equipment. This guide walks you through the process of creating an effective RFQ using the Juno Nursing Manikin by Elevate Healthcare as an example.
What is an RFQ?
An RFQ, or Request for Quotation, is a formal document used in the procurement process to solicit price quotes from potential suppliers. It typically includes detailed specifications of the product or service required, allowing vendors to provide accurate pricing and information about their ability to meet the buyer's needs.
Why Use an RFQ?
- Standardizes the procurement process
- Allows for easy comparison between vendors
- Ensures all necessary information is collected
- Helps in making informed purchasing decisions
Why To Remove Brand and Model Specifics in RFQs
When writing an RFQ, it's mandatory to not mention specific brands or model names directly in the document.
Why Avoid Brand and Model Names?
- Promote Fair Competition: By not specifying a brand, you allow all potential suppliers to compete on an equal footing, potentially leading to better pricing and options.
- Comply with Procurement Regulations: Many organizations and governmental bodies have regulations that prohibit specifying brands to ensure fair and open competition.
- Avoid Bias: Mentioning a specific brand might suggest bias or a predetermined decision, which can lead to complaints from other suppliers or even legal challenges.
- Encourage Innovation: By focusing on required features and performance rather than a specific brand, you may receive proposals for innovative alternatives you hadn't considered.
- Maintain Transparency: A brand-neutral RFQ demonstrates a commitment to transparency and fairness in the procurement process.
How to Describe the Product Without Mentioning the Brand
Instead of mentioning "Juno Nursing Manikin by Elevate Healthcare," focus on describing the required features and specifications:
- Use Generic Terms: Refer to the product as a "Nursing Skills Manikin" or "Human Patient Simulator for Nursing Education."
- Focus on Functionality: Describe the required functions and capabilities without referencing brand-specific features.
- Provide Detailed Specifications: List all the necessary technical specifications, ensuring they are not so specific that they can only be met by one brand.
- Use the Phrase "or equivalent": If you must reference a standard set by a particular brand, use phrases like "equivalent to" or "similar to" followed by the specific requirements, not the brand name.
Instead of: "We are seeking quotations for the Juno Nursing Manikin by Elevate Healthcare."
Use: "We are seeking quotations for an advanced Nursing Skills Manikin with the following specifications and capabilities: [list detailed requirements]."
By following these guidelines, you ensure a fair, open, and competitive procurement process while still clearly communicating your needs for an advanced nursing education simulator.
Step-by-Step Guide
Compile Manikin Specifications From WebPage / Brochure
Compile the specs in a word document or excel sheet. For example, the link below provides the complete specifications. These are also transcribed below. We will use these to create the RFQ Specifications and Supplier Evaluation Questions.
Nursing Skills Manikin - Complete Package with Tablet
A human patient simulator to meet educational requirements for clinical nursing skills, from task training through advanced patient care scenarios.
- Articulation: Realistic articulation; Range of motion in hips, knees, ankles, shoulders, elbows and wrist; Cervical motion for practice of patient stabilization
- Airway: Oral and dental hygiene; Nasal packing; Bag-valve-mask (BVM) ventilation; Nasopharyngeal and oropharyngeal airway placement; Endotracheal tube placement; Tracheostomy tube placement; Endotracheal tube and tracheostomy tube suctioning with fluids
- Breathing: Manual bilateral chest rise and fall with BVM ventilation via face mask, endotracheal tube and tracheostomy tube; Bilateral chest tube insertion for care and maintenance
- Circulation: Unilateral blood pressure measurement by auscultation and palpation; Bilateral carotid pulses (manual); Unilateral subclavian catheter insertion for care and maintenance
- Gastric: Nasogastric tube insertion and gastric lavage and gavage with real fluids; Ostomy care and irrigation of a variety of configurable stomas; Enema administration with fluids
- Medication Administration: Eye and ear irrigation; Six intramuscular sites for medication administration in bilateral deltoids, bilateral vastus lateralis, ventrogluteal and dorsogluteal sites
- Urinary: Urinary catheterization with fluids; Interchangeable genitalia
- Vascular Access: Unilateral IV cannulation at antecubital and dorsum of hand; Fluid and medication administration; Blood draw with vacuum sealed blood collection system
- Configurations: Manikin; Articulated Arm; IV Arm; Dual Gender; Instructor Tablet; Accessories Available
- Warranty: Covers labor and materials for product repairs, software updates (for the Live & Complete versions) and technical, customer service and clinical support via phone and email. First year included. Extended warranty available.
- Technical Specifications: Standard Equipment; Wireless and tetherless manikin; medium and dark skin tones available; New software platform – instructor driven
- Includes 10 Simulated Clinical Experiences:
– Chronic heart failure exacerbation
– Gastrointestinal bleed secondary to esophageal varices
– Asthma management of patient in home care setting
– Postoperative care of the patient with complications: pneumonia
– Suctioning and tracheostomy care with hypoxia
– Basic assessment of the hip replacement patient
– Postoperative care of the patient with a ruptured diverticulum
– Seizure disorder and moderate learning disability
– Dementia and urinary tract infection in a patient with DNR orders
- Optional Equipment: Software compatible tablet; Wireless patient monitor; Interchangeable wound modules; Post-mastectomy module; Breast exam module; Fundus assessment module
- Optional Software: Six additional Learning Modules available
- Manikin Size: 162.56 cm x 52.07 cm x 25.4 cm
- Weight = 22.7 kg varies depending on options
- Electrical: AC Input: AC 115-230VAC, 50/60Hz
- Internal Batteries: 15V 3.20 Ah Lithium ion, rechargeable
- Runtime: Approximately 4 hours
Rewrite The Manikin Specifications In RFQ Style
Start with a descriptive name for the product, avoiding any mention of a model, model number or brand. State the quantity and expected delivery date. Then list the specifications with appropriate headings, making sure to remove proprietary terminology from the wording.
- Product Name: Nursing Skills Manikin - Complete Package with Tablet
- Quantity Required: 3 units
- Delivery Date: November 14, 2024
- Articulation: Realistic articulation; Range of motion in hips, knees, ankles, shoulders, elbows, and wrists; Cervical motion for practice of patient stabilization
- Airway: Oral and dental hygiene; Nasal packing; Bag-valve-mask (BVM) ventilation; Nasopharyngeal and oropharyngeal airway placement; Endotracheal tube placement; Tracheostomy tube placement; Endotracheal tube and tracheostomy tube suctioning with fluids
- Breathing: Manual bilateral chest rise and fall with BVM ventilation via face mask, endotracheal tube, and tracheostomy tube; Bilateral chest tube insertion for care and maintenance
- Circulation: Unilateral blood pressure measurement by auscultation and palpation; Bilateral carotid pulses (manual); Unilateral subclavian catheter insertion for care and maintenance
- Gastric: Nasogastric tube insertion and gastric lavage and gavage with real fluids; Ostomy care and irrigation of a variety of configurable stomas; Enema administration with fluids
- Medication Administration: Eye and ear irrigation; Six intramuscular sites for medication administration in bilateral deltoids, bilateral vastus lateralis, ventrogluteal and dorsogluteal sites
- Urinary: Urinary catheterization with fluids; Interchangeable genitalia
- Vascular Access: Unilateral IV cannulation at antecubital and dorsum of hand; Fluid and medication administration; Blood draw with vacuum-sealed blood collection system
- Configurations: Manikin; Articulated Arm; IV Arm; Dual Gender; Instructor Tablet; Accessories Available
- Warranty: Covers labor and materials for product repairs, software updates (for the Live & Complete versions) and technical, customer service and clinical support via phone and email; First year included; Extended warranty available
- Technical Specifications: Standard Equipment; Wireless and tetherless manikin; Medium and dark skin tones available; New software platform – instructor driven
- Includes 10 Simulated Clinical Experiences: Chronic heart failure exacerbation; Gastrointestinal bleed secondary to esophageal varices; Skills validation; Asthma management of patient in home care setting; Postoperative care of the patient with complications: pneumonia; Suctioning and tracheostomy care with hypoxia; Basic assessment of the hip replacement patient; Postoperative care of the patient with a ruptured diverticulum; Seizure disorder and moderate learning disability; Dementia and urinary tract infection in a patient with DNR orders
- Optional Equipment: Software-compatible tablet; Wireless patient monitor; Interchangeable wound modules; Post-mastectomy module; Breast exam module; Fundus assessment module
- Optional Software: Availability of additional learning modules
- Delivery Requirements: Timely delivery by the specified date of November 14, 2024; Ensure all components are included as listed in the configurations
- Additional Considerations: Suppliers should confirm the presence of realistic articulation points as specified; Availability of both wireless and tetherless functionality; Supply a demo or detailed product brochure if available
- Runtime: At least 4 hours
- Approximate Weight: 23 kg
- Internal Batteries: 15V 3.20 Ah Lithium ion, rechargeable
- Approximate Size: Size: 162.56 cm x 52.07 cm x 25.4 cm
- AC Input: AC 115-230VAC, 50/60Hz
Write Supplier Evaluation Questions
When writing an RFQ for a nursing skills manikin, draft questions that help you assess potential suppliers' capabilities and ensure they can meet your specific needs.
- Focus on Specific Capabilities Ask questions that directly relate to the manikin's non-negotiable features. For example: "Can your manikin simulate manual bilateral chest rise and fall with BVM ventilation?" "Does your product offer unilateral blood pressure measurement by auscultation and palpation?"
- Address Technical Specifications Eliminate assumptions and ensure the supplier can meet all technical requirements: "Is your manikin wireless and tetherless? Please describe its connectivity features." "What is the battery life of your manikin under typical use conditions?"
- Inquire About Customization Options Given the variety of features mentioned in the brochure, ask about customization: "Can the manikin be configured with different skin tones? Which options are available?" "What optional modules (e.g., wound modules, post-mastectomy module) are compatible with your manikin?" Customization can be a differentiating factor for a vendor.
- Explore Software and Scenarios The manikin comes with pre-programmed scenarios. Ask about these and potential for expansion: "Does your manikin come with pre-programmed clinical scenarios? How many are included?" "Is it possible to create custom scenarios? If so, what tools are provided for this?" It is possible that other suppliers have innovative enhancements that you may not know about. Give all vendors a fair chance to compete.
- Assess Training and Support Proper training and ongoing support are crucial: "What type of initial training do you provide for users of the manikin?" "Describe your technical support services. Are they available 24/7?" Check which vendor charges how much for training and how it impacts overall cost.
- Investigate Warranty and Maintenance Understanding long-term costs and support is important: "What does your standard warranty cover, and for how long?" "Do you offer extended warranty options? What do they include?" Some vendors may offer a 10-year warranty at an attractive price. So, keep this question as descriptive, instead of multiple choice.
- Probe Delivery and Installation Ensure the supplier can meet your timeline and setup needs: "Can you meet our required delivery date of [specific date]? If not, what is your earliest possible delivery date?" "What is involved in the installation process? Do you provide on-site installation services?" 8-12 weeks is standard delivery time for international shipments, so plan accordingly.
- Ask About Compatibility If you have existing equipment, ensure compatibility: "Is your manikin compatible with standard medical equipment used in training, such as [list specific equipment]?"
- Inquire About Future-Proofing Technology evolves rapidly, so ask about updates: "How often do you release software updates for the manikin?" "Are hardware upgrades available for existing models? If so, what is the process?" Also ask if the model is close to its phase-out date.
- Request References Always ask for references from similar institutions: "Can you provide references from other nursing schools or healthcare training facilities that are using your manikin?"
- Explore Financial Considerations While pricing details typically come later, you can ask about financial options: "Do you offer any leasing or financing options for the manikin?" "Are there any ongoing subscription costs associated with software or scenario updates?"
By including these types of questions in your RFQ, you'll be able to gather comprehensive information about each supplier's offering. This will help you make a more informed decision when selecting the best nursing skills manikin for your institution's needs.
Remember to tailor these questions to your specific requirements and priorities. The goal is to obtain all the information you need to make a well-informed decision while ensuring fair competition among potential suppliers.
Sample Supplier Evaluation Questions for Juno Nursing Manikin In RFQ Style
Title: Supplier Evaluation for Nursing Skills Manikin - Complete Package with Tablet
Introduction: Please complete the following questionnaire to help us assess your ability to supply the specified Nursing Skills Manikin - Complete Package with Tablet within the required specifications and timeframe.
- What is the name of your organization?
- Please provide a brief overview of your organization and its expertise in supplying medical training manikins.
- Can your company supply the Nursing Skills Manikin with all the specified configurations (Articulated Arm, IV Arm, Dual Gender, Instructor Tablet, Accessories)?
- What is the lead time for the delivery of 3 units of Nursing Skills Manikin - Complete Package with Tablet?
- Do the manikins offer realistic articulation and range of motion as specified (hips, knees, ankles, shoulders, elbows, wrists, and cervical motion)?
- Does the manikin allow for oral and dental hygiene, nasal packing, and ventilation-related procedures (BVM, nasopharyngeal, oropharyngeal, endotracheal, and tracheostomy)?
- Can the manikin simulate manual bilateral chest rise and fall, and allow for bilateral chest tube insertion?
- Does the manikin support unilateral blood pressure measurement, bilateral carotid pulses, and unilateral subclavian catheter insertion?
- Can the manikin facilitate nasogastric tube insertion, ostomy care, stoma irrigation, and enema administration?
- Does the manikin have six intramuscular medication administration sites as specified?
- Is the manikin equipped for urinary catheterization and has interchangeable genitalia?
- Does the manikin support unilateral IV cannulation, fluid administration, and blood draw with a vacuum-sealed system?
- Are the manikins available in both medium and dark skin tones?
- What warranty options do you offer for the manikins, and does it include labor, materials for repairs, software updates, and support?
- Are you able to supply optional equipment such as a software-compatible tablet, wireless patient monitor, interchangeable wound modules, post-mastectomy module, breast exam module, and fundus assessment module?
- Please confirm if the manikin includes the 10 Simulated Clinical Experiences listed and describe any additional experiences if available.
- Do you ensure that delivery will be made by the specified date of November 14, 2024?
- Can you provide a demo or detailed product brochure for the Nursing Skills Manikin?
- Is your company capable of supplying both wireless and tetherless functionality in the manikin?
- What is your company's policy on handling technical and customer service support queries?
- Does the manikin have a runtime of at least 4 hours?
Writing an RFQ ensures that you receive accurate and comparable quotes from suppliers. By following these guidelines, you are equipped to make an informed decision.
Need an RFQ writing service for any product, model or brand in healthcare simulation? Drop a note to [email protected]
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